Event organisation software

Party-01
Concept events & media

conceptevent

Problem. Employees working in excel, teamwork is impossible, the vital business data is not collected systematically and in one place, in case of a change of staff — complex transfer of works to new people affected, service quality is deteriorates, clients complain about service quality. This leads to expensive project administration, detriment company’s image and declining revenue.

The project was aimed at minimising project administration costs.

In order to achieve the aim, it was decided to create a working system that would increase efficiency of events organization business.

 

Main modules of the system:

  1. Clients. Client module stores information about the project developers. Along with the basic client information and attributions, the list of contacts can be created. There is also a possibility of displaying client-intended projects and works, review the aggregate project information, filter clients by communicating date.

Functions of the module:

  • Client list filtering, review
  • Review of client cards and related data
  • Entry, editing, deleting of clients
  • Contact person registration

 

  1. Contractors. Contractors module stores information about service providers, performers etc. participating in the project. Along with the main contractor’s details and information, the list of contacts can be created. Also, the list of services provided by a contractor (to facilitate contractor search).

Functions of the module:

  • Contractor list filtering, review
  • Review of contractor cards and related data
  • Entry, editing, deleting of contractors
  • Contact person registration
  • Creation of the list of services provided

 

  1. Projects. The module is designed for administration of ongoing or executed projects, centralized information storage. The module allows you to create project estimates and prepare necessary documents.

Functions of the module:

  • Project list review
  • Entry, editing, deleting of projects
  • Project team formation
  • Budgeting of events and services
  • Hosting, review and editing of related files
  • Preparation of project documentation

 

  1. Works. Work module is designed for scheduling of calls, meetings and other works, time recording. Each employee can review his or his colleague’s works, create new tasks, record time spent a particular task.

Functions of the module:

  • Filtering and review of work list
  • Review of selected work profile
  • Creation of a new task, editing of existing tasks
  • Recording of time spent on a particular task
  • Synchronisation of works with Outlook
  • Reminders to employees

 

  1. Employees. Employee module stores information about the company structure (departments, positions, types of employment) and employees (system users). Also, this module manages and assigns to employees rights plans, describing permissions to use the individual modules of the system.

Functions of the module:

  • Filtering and review of the employee list
  • Review of an employee card
  • Entry, editing, deleting of employees
  • Assignment of rights plans to employees
  • Management of connection to the system

 

  1. Settings. Settings module was designed for editing general options lists, documents, templates, and other settings. This module also allows managing access to system modules (the rights plan).

 

  1. General information.

7.1. Registry of contact persons. The registry of contact persons is used in the clients and contractors modules. Each entity (client or contractor) can be specified multiple contact persons.

7.2. Events calendar and To-Do list. The function is used in the clients and contractors modules. Calendar allows you to review the selected entity’s (client or contractor’s) events and other works within one year. It also shows brief information on the event for a specific date and year summary.

7.3. Year calendar. By default, the calendar displays the current year, but it is possible to choose any other year. Calendar consists of 12 months. Events or works related to the selected entity are marked in every month. Days are highlighted in colour, depending on work type.

7.4. Daily information. Having selected the right day, you can review a summary of the currently planned work related to the entity.

7.5. Year summary. Summary shows summarised information for the year, which is displayed in the calendar. The summary includes those events and works that are related to the selected entity.

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